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Northern Region Representative Rugby

Guidelines for Hosting Visiting Teams and Fixtures

1.            The host Provincial Union (PU) should appoint a Union official as match manager and Club liaison official.  The host PU should forward a Visiting Team Information (VTI) form 10 days prior to the fixture, to the opposition PU main contact for the attention of the visiting Team Manager/contact.   The PU match manager administers the pre-fixture processes, match logistics and resolves any issues on match-day.  The VTI should advise the following details:

  • Host PU match manager contact details
  • Host club liaison official contact details
  • Advise host Team Manager contact details
  • Advise Match Referee if known
  • Advised trained First-Aider appointed for fixture
  • Advise host team captains name
  • Advise Venue, kick-off time, changing room details and field for fixture
  • Attach a map and directions to the venue
  • Advise planned start time of after-match if being held.  TTBC once visiting team travel details are known.  Start time of after-match should be 40 minutes after the match ends.
  • Request visiting Team Manager contact details
  • Request visiting Team Captains name
  • Request arrival time of visiting team
  • Request departure time of visiting team
  • Advise accommodation if being used
  • Request any other requirement the visiting team needs such as ice or water or training equipment.

2.            On receipt of the VTI from the visiting team, the host PU should confirm all details in the completed VTI back to all relevant parties, including referee and the local RRA, at least three days out from the fixture.

3.            PU’s should appoint a host Club liaison official to meet visiting teams and match officials on arrival, show them to changing rooms, training areas, field of play and clubrooms, provide any requested equipment.   The host Club Liaison official should liaise with caterers to ensure a timely start to the after-match meal.   The PU match manager or host Club liaison official should ‘MC’ the after-match which is to be completed prior to the meal.  If no after-match, the PU Match Manager should ‘MC’ on-field speeches.  Speeches protocol is normally referee speaks first, then visiting team captain and finally host team captain.  The ‘MC” should know the referee’s and captains’ names when introducing them to speak.  The PU Match Manager should ensure the match officials receive a complimentary drink of their choice at the aftermatch.

4.            Ice provided by host PU should be no more than two bags and for medical use only.  There is no requirement to exchange gifts between teams.

5.            In the event of a serious injury, the trained First-Aider is to take charge with the assistance of the PU Match Manager, Club liaison official and team personnel.